An AI Intake Assistant That Cut Front-Desk Call Volume by Half
A busy family practice was losing patients to voicemail during peak call hours. An AI intake assistant integrated with their scheduling system now resolves the majority of routine requests automatically.
November 5, 2025
Parkview Family Clinic's front desk was fielding over 200 calls a day, most of them routine scheduling, prescription refill, and office-hours questions. Patients calling after hours or during peak times were routed to voicemail, and a meaningful share never called back.
We designed a conversational AI assistant grounded in Parkview's real scheduling system and office policies, deployed to both the website and SMS. The assistant handles appointment booking, rescheduling, and common questions directly, and hands off to a live staff member the moment a request falls outside its confidence threshold.
Within three weeks of kickoff, the assistant was live and already resolving the majority of incoming requests without human involvement. Front-desk call volume dropped by 53%, and the practice now captures after-hours scheduling requests it previously lost entirely.
The AI intake assistant now handles most of our scheduling calls. Our front desk finally has time to focus on patients who are actually in the building.
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